Purpose Statement

This guide provides an overview of navigating ITM Reports within First Due. ITM Reports allows Authority Having Jurisdiction (AHJ) personnel to review and process inspection, testing, and maintenance reports submitted through the Business Portal.

Understanding the available navigation, filtering, review, and processing tools helps departments efficiently manage submitted reports and track fire protection system information across their jurisdiction.

Background Information

ITM Reports serves as the central location for reviewing inspection, testing, and maintenance reports submitted to the AHJ through the Business Portal.

Within ITM Reports, users can search and filter reports, customize how information is displayed, review system details and attachments, view and update system statuses, review submitted business information, and approve or reject reports.

For departments managing a large number of reports, saved views, filters, sorting, and other list-management tools can help users focus on the reports requiring their attention.

Required Permissions

The following permissions are required based on the actions being performed:

• ITM report - read: Required to view ITM reports and system details.
• ITM report - approve/reject: Required to approve or reject submitted ITM reports.

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Step-by-Step Guide

1. Navigate to ITM Reports.

   • From the First Due navigation menu, click ITM, then select ITM Reports.
   • The ITM Reports list view displays the available reports submitted for review.

   
   
    

2. Navigate through the report list.

   When multiple pages of reports are available, use the page navigation controls to move between pages.

   You can also select how many reports appear on each page, including:

   • 20 per page
   • 50 per page
   • 100 per page

   Use the Previous and Next controls to move between available pages.

   

   
    

3. Download the report list.

   Use the download option to export the ITM Reports list to a CSV file when you need to work with the report list outside of First Due.

   
   
    

4. Use saved views.

   • Saved views can be created to help organize the ITM Reports list.
   • Saved views are especially useful when you regularly need to display specific columns or focus on a particular group of reports, such as reports with a Pending or Rejected AHJ status. See the Knowledge Base Article: Create Saved Views for ITM Reports (AHJ).
   • Saved views can also be cloned when another view is needed based on an existing configuration.

   
   
    

5. Filter the report list.

   • Click Filter to access the available filtering options.
   • Depending on the field, additional criteria may be available. For example, date filters can use predefined options or a specific date, while applicable numerical fields can use an exact value or range.
   • Status filters can also be used to narrow the list. For example, AHJ Status can be used to locate Pending, Approved, or Rejected reports.
   • After selecting the desired criteria, click Apply Filters.
   • Use the option to clear filters when you want to return to the unfiltered report list.

   
   
    

6. Use the general search.

   Use the search field to quickly locate a report using information such as a business name or address.

   
   
    

7. Open the associated Occupancy Record.

   • Click an address within the ITM Reports list to open the associated Occupancy Record.
   • Close the Occupancy Record to return to the ITM Reports list.

   
   
    

8. Customize and organize columns.
   • You can also drag and drop columns to change their order.
   • Columns can be widened when additional space is needed to view information such as a full business name or address.
   • Click a column header to sort the information.

   • Depending on the column, information can be organized in ascending or descending numerical order or alphabetically from A to Z or Z to A.

     
     
      

9. Review report statuses and available columns.

   • Scroll horizontally through the report list to review the available information.
   • The list includes Initial System Status and Current System Status, with colors associated with the displayed statuses to make them easier to identify.
   • Additional information, such as the inspection status of a compliance check, may also be available within the report columns.

   
   
    

10. View an ITM Report.

    In the Actions area, click the eye icon for the report you want to review.

    
    
     

11. Review the report and system details.

    Review the available report information, including:

    • System details
    • System ID
    • System status or deficiency information
    • Attachments
    • Comments and notes

    Multiple systems may be included within a single report.

    When attachments are available, they can be reviewed and downloaded.

    Click Dismiss when finished reviewing the system details or Reopen an Approved report.

    
    
     

12. Update a system status.
    • When the system status update option is available, select it to update the status for the system.
    • Enter the required comments and select whether the item is Resolved or Not Resolved.
    • Attachments can also be added to the status update.
    • Previous status information can be reviewed through the available history, including applicable date information.
    • When appropriate, a previous comment can be inserted into the new update.

    • After completing the required information, submit the update. Select Cancel if you do not want to save the changes.

      
      
       

13. Review submitted business information.
    • When a submitted report includes a business name or address that requires review, use the applicable review action.
    • For a business name review, First Due displays the old business name and the new business name.
    • If the submitted business name needs to be corrected, use the pencil icon to edit the name before applying it.

    • The submitted change can then be approved or not approved as appropriate.

      
      
       

14. Review reports requiring AHJ action.
    • Reports requiring review can appear with a Pending AHJ status. A report may also be flagged because submitted information, such as a business name change, requires review.
    • Open the report to review the information before making a decision.
    • System information can include statuses such as an impairment, along with applicable comments and the System ID.

    • Reports can be approved or rejected from the available report actions, including from within the report when those options are displayed.

      
      
       

15. Reject a report.
    • Click the X (Reject) action for the applicable report.
    • Select a reason code from the available predefined options.
    • Enter comments explaining the reason for the rejection. The comments field includes formatting options such as bold and italic text, and a URL can be added when needed.
    • Both the rejection reason and comments are required.

    • When complete, click Reject and Submit.

      
      
       

16. Approve a report.

    • Click the Approve (check) action for the applicable report.
    • Reports can also be approved from within the report when the approval option is available.
    • After approval, the report's AHJ status changes from its pending state accordingly.

    

Best Practices

Report Organization

• Use filters to narrow large report lists to the records requiring your attention.
• Create saved views for report groups you review regularly, such as Pending or Rejected reports.
• Customize columns so the most relevant information is visible for your workflow.
• Resize and reorder columns to make frequently reviewed information easier to read.
• Use pagination and the per-page controls to manage larger report lists.

Report Review

• Review the report and applicable system details before approving or rejecting it.
• Review attachments and status comments when they are available.
• Pay attention to the Initial System Status, Current System Status, and AHJ Status when determining what action is needed.
• Review flagged business name or address changes before processing the report.

Filtering and Searching

• Use the general search when you know the business name or address.
• Use filters when you need to locate reports using more specific criteria.
• Combine applicable filters to narrow the report list.
• Use AHJ Status filtering to locate Pending, Approved, or Rejected reports.

Status Updates

• Add clear comments when updating a system status.
• Review previous status history and comments when additional context is needed.
• Add supporting attachments when applicable.
• Confirm whether the applicable item is Resolved or Not Resolved before submitting the update.

Approval and Rejection

• Review flagged information before taking action on a Pending report.
• Select the appropriate predefined reason code when rejecting a report.
• Provide clear comments explaining the rejection.
• Verify the correct report before selecting the Approve action.

Troubleshooting & FAQs

Q: I can't see the Approve or Reject actions.

Verify that you have the ITM report - approve/reject permission. Contact your system administrator if you need your access reviewed.

Q: How can I find only reports waiting for AHJ review?

Open Filter and use the AHJ Status filter to locate reports with a Pending status. A saved view can also be useful when you need to return to this group of reports regularly.

Q: How can I find rejected reports?

Use the AHJ Status filter and select the Rejected status.

Q: Can I search for a report without configuring filters?

Yes. Use the general search to locate reports using information such as a business name or address.

Q: Can I export the ITM Reports list?

Yes. Use the download option in the report list to export the list as a CSV file.

Q: Can I change how many reports appear on a page?

Yes. The report list provides options to display 20, 50, or 100 reports per page.

Q: Can I change the order or width of columns?

Yes. Columns can be dragged into a different order and widened when additional space is needed to view their contents.

Q: How do I open the Occupancy Record associated with a report?

Click the applicable address in the ITM Reports list. This opens the associated Occupancy Record.

Q: Can I download attachments from an ITM Report?

Yes. When attachments are available within the system details, they can be downloaded.

Q: Can I review previous system status information?

Yes. The system status update area includes history information. Previous comments can also be reviewed, and a previous comment can be inserted when creating an update.

Q: Why is a report showing as Pending?

A Pending report requires AHJ review. The report may also contain information flagged for review, such as a submitted business name change. Review the report and applicable pending information before approving or rejecting it.

Q: What information is required when rejecting a report?

A predefined rejection reason and comments are required. The comments field also provides formatting options and can include a URL when needed.